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When doing stock take, you may find an item stock with a negative quantity. This may have resulted from either a typo or during a receipt operation or if the item stock was physically received but not loaded into the system as a receipt.

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First, identify the cause of the negative stock so that you can decide how to resolve it;

If it the negative stock was as a result of a typo during a receipt operation, do a stock adjustment to bring the item stock back to the actual number of stock item.
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The above example shows Cannula G26 with a negative quantity of -3 but the actual quantity of Cannula G26 is 5 item stock. To resolve this issue, go to the stock take page, search for Cannula G26, on the Actual Quantity text box, enter the the actual number of item stock quantity and click on Save Stock Take.
If the negative stock is as a result of item stock not loaded into the system, do an inventory receipt operation, choose the date the item stock was received, select the destination of the item stock, input the item stock and quantity, choose the correct expiration date where applicable and create the operationclick Create Operation.
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Problem

How do you resolve a receipt not updated in the system?

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When you receive physical stock item, the stock item needs to be updated in system failure to which you will have inconsistent data.

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When you receive physical stock item, the stock item needs to be updated in system failure to which you will have inconsistent dataTo resolve items received but not update in the system, follow the steps below;

Do an inventory receipt operation.
Change the operation date to the date the item stock was physically received.
Select the destination of the stock item.
Type the item stock, input the quantity received and the expiration date.
Create the operation.

Problem

How do you transfer an item stock to a different health facility or to a patient?

Solution

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Item stock is transferred from the holding facility to either a patient or another health facility by using a Distribution operation on the create inventory operation page;

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Change the Operation Type to Distribution.
Select the source of the item stock.
Select the destination. The destination of the item stock refers to the where the item stock is being transferred to. This can either be to a patient or an external institution.
Type the item stock being distributed, enter the quantity to be distributed and click on create operation.

Problem

What is the difference between a Distribution operation and a Transfer operation?

Solution

There is always a confusion between a Distribution operation and a Transfer operation. The two are totally different operations as explained below;

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A Distribution operation is only used when the movement of item stock is either form the withholding facility / stockroom to a patient or to an external institution.
A Transfer operation is used when the movement of item stock is from one stockroom to another.

Problem

How do you dispose broken injections and drugs ?

Solution

Sometimes, injections may break or drugs may fall on the ground. This will no longer be put to use hence we should get rid of them from the system. The best way to do this is by using the Disposed inventory stock operations. To do this;

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Navigate to the Create Inventory Operation page.
Change the Operation type to Disposed.
Select the source of item stock to be disposed.
Type in the reason for disposal.
Select the item stock and quantity to be disposed.
Click on Create Operation.

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